The Procurement Supervisor is responsible for overseeing the end-to-end procurement process, ensuring timely sourcing, ordering, and delivery of goods and services. This role ensures cost efficiency, supplier performance, and accuracy in order management to support uninterrupted business operations.

Key Responsibilities

1. Procurement & Sourcing

• Supervise daily procurement activities including sourcing, accreditation, and supplier negotiation
• Identify reliable vendors and maintain updated supplier database
• Ensure cost-effective purchasing without compromising quality
• Conduct regular price comparisons and market analysis

2. Order Management (Core Function)

• Oversee the full purchase order (PO) lifecycle:
• Request validation
• PO creation and approval
• Order placement with suppliers
• Delivery tracking and monitoring
• Ensure accuracy of orders (quantity, specifications, pricing, and terms)
• Monitor order status and lead times to prevent delays or stockouts
• Coordinate with warehouse, commissary, and store branches on order requirements
• Handle order discrepancies, cancellations, and urgent requests
• Maintain proper documentation of all orders (POs, DRs, invoices)
• Implement order tracking systems (Excel/ERP) for visibility and reporting

3. Inventory & Demand Coordination

• Collaborate with operations and warehouse teams to forecast demand
• Ensure optimal stock levels across all branches
• Prevent overstocking, wastage, and stockouts
• Monitor fast-moving and critical items

4. Supplier Management

• Evaluate supplier performance (quality, delivery time, pricing)
• Manage supplier relationships and resolve issues
• Ensure compliance with company standards and contracts
• Negotiate favorable terms (pricing, credit terms, delivery schedules)

5. Cost Control & Budget Management

• Monitor procurement budgets and spending
• Identify cost-saving opportunities
• Ensure all purchases align with approved budgets

6. Compliance & Documentation

• Ensure all procurement activities follow company policies and audit requirements
• Maintain accurate records for audit and reporting purposes
• Implement internal controls to prevent fraud or misuse

7. Reporting & Analysis

• Prepare procurement reports:
• Purchase summaries
• Supplier performance reports
• Order fulfillment rates
• Analyze data to improve procurement efficiency and decision-making

8. Team Supervision

• Supervise procurement staff and buyers
• Assign tasks and monitor performance
• Provide training on procurement and order management systems

Qualifications

• Bachelor’s degree in Business Administration, Supply Chain, or related field
• At least 3–5 years experience in procurement, with supervisory role preferred
• Strong experience in order management and multi-branch operations
• Proficient in Excel / ERP systems
• Strong negotiation and analytical skills